Admin

Working with Outlook & Excel

Sending and Receiving Excel Worksheet

Opening your Excel Worksheets for Budget Input:

Outlook

After opening E-mail from the Budget Office, double click on Excel icon.  You will be prompted to either open your worksheet or you may select to save it to your disk to work on at a later time.

 

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****Sending your completed worksheets to your Associate Superintendent 
and the final approved worksheet to the  Budget Office:

Outlook

1.      Open your worksheet
2.      On the ‘File’ menu, point to ‘Send To’, and then click Mail Recipient (as attachment).
3.      Address to your Associate Superintendent and Jeanne Conway, and then click ‘Send’

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Excel Input, Sort, and Subtotals

 

 

Budget Input – (Budxxx07.xls)

 

As a convenience, your current year budget codes and amounts are included on the Excel Budget Input worksheet for your school or department.  The worksheets will be provided to each budget manager based on the Responsibility Code via E-mail.  Schools should enter 2009/2010 budget amounts in the ‘Proposed Budget’ column for each account code.  Items funded with the BFU allocations require no justifications.

 

 Service departments should enter budgets in the ‘Proposed Budget’ column and provide explanations and/or justifications, as needed in the ‘Justification’ column. The ‘Justification’ cells are formatted to ‘wrap’ text so that you may enter multiple lines if necessary.  However, if all lines of text do not show, you can make the row height automatically fit the contents by double-clicking the boundary below the row number (1st column showing row numbers).  

 

You may add codes as needed, but please do not duplicate codes.  You may sort account codes, and add subtotals as needed.  For example, to sort and subtotal budget accounts by program code:

 

1.      Click a cell in any column

2.      On the ‘Data’ menu, click ‘Sort’

3.      In the ‘Sort by’ and ‘Then by’ boxes, click the ‘Fund’‘Prog’, and ‘Fnc’ columns, and then click ‘ok’

4.      On the ‘Data’ menu, click ‘Subtotals’

5.      In the ‘At each change in’ box, click the ‘Prog’ column

6.      In the ‘Use function’ box, click the ‘SUM’ function

7.      In the ‘Add subtotal to’ box select the check box for the ‘Proposed’ column

8.      Select any other options you want, and then click ‘ok’

***See the following pages for applicable screens.***

 

 

**Remember to save your file periodically after entering data.**

 

After completing your worksheet(s), please submit to your Associate Superintendent via E-mail and copy to Jeanne Conway in the Budget Office.

 

 

Due Date:  Refer to budget timeline

 

 

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CHECKLIST FOR BUDGET DEVELOPMENT

 

 

 

 

 

 

 

 

 

 

 

 

 

OTHER

CENTRAL

CLASS

ITEM DESCRIPTION

CAMPUS

DEPTS

ADMIN

 

 

 

 

 

SALARIES/PAYROLL

 

 

 

 

Base Salaries - Regular Program

 

 

     X       

 

Base Salaries - Special Programs

 

 

 

 

     State

 

     X

        X

 

     Federal

 

     X

        X

 

Supplements

 

 

 

 

    Academic Decathlon / Games

 

 

       X

 

    UIL Coach

 

 

       X

 

    Extended Day/Year Programs 

       X

     X

 

 

    Science Fair Coordinators

 

     X

 

 

    Intramural Athletic Workers

 

     X

 

 

    Music Clinicians & Accompanists

 

     X

 

 

    Textbook Committees

 

     X

 

 

    

  

 

 

 

Security

       X

     X

 

 

Overtime

       X

     X

 

 

Substitutes for Staff Development

       X

     X

 

 

Health Occupation Students - Intermediate Schools

       X

 

 

 

Substitutes for General Absences (Sick, Personal, etc)

 

     X 

       X

 

Temporary / Part-time Help

       X

     X

 

 

Sick Leave/Vacation Payments for Retirees

 

 

       X

 

New Personnel Requests

       X

     X

       X

 

Reclassification Requests

       X

     X

       X

 

General Pay Adjustment

 

 

       X

 

 

 

 

 

CONTRACTED SERVICES

 

 

 

 

 

 

 

 

HCJJAEP

 

      X

 

 

Repair of Apple Computers

 

      X

 

 

Telephones, ISDN Lines, Networks

 

      X

 

 

Cell Phones/Pagers

      X

      X

 

 

Diagnostic Services - HCDE/Region 4

 

      X

 

 

Printing

      X

      X

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

CHECKLIST FOR BUDGET DEVELOPMENT

 

 

 

 

 

 

 

 

 

 

 

 

 

OTHER

CENTRAL

CLASS

ITEM DESCRIPTION

CAMPUS

DEPTS

ADMIN

 

 

 

 

 

SUPPLIES & MATERIALS

 

 

 

 

Instructional Supplies

     X

     X

 

 

General Office Supplies

     X

     X

 

 

Start-up Costs (Furniture/Supplies) - New Classroom

 

     X

     X

 

Postage

     X

     X

 

 

Custodial Supplies

     X

     X

 

 

 

 

 

 

 

COMPUTERS, Unit Purchases

 

 

 

 

  -Software

     X

     X

 

 

  -Printers

     X

     X

 

 

  -Mouse/Other Peripherals

     X

     X

 

 

  -Power Outlets - New Machines

     X

     X

 

 

  -Cabling for Network Connections

     X

     X

 

 

  -Communications Boards/Upgrades

     X

     X

 

 

  -Uninterruptible Power Supplies

     X

     X

 

 

  -Repairs - Non-warranted Machines

     X

     X

 

 

  -Staff Development - New Software

     X

     X

 

 

 

 

 

 

 

 

 

 

 

TRAVEL/OTHER COSTS

 

 

 

 

Staff Travel - Staff Development

     X

     X

 

 

Student Travel

     X

     X

 

 

Awards

     X

   X

 

 

Insurance

 

     X

     X

 

Notary Fees

 

     X

     X

 

 

 

 

 

 

 

 

 

 

CAPITAL OUTLAY

 

 

 

 

Copiers

     X

     X

     X

 

Library Books

     X

     X

 

 

Portable Buildings

 

     X

     X

 

 

 

 

 

Vehicles

 

     X

 

 

Mainframe Computer Equipment

 

     X

 

 

Lease Payments - Outstanding L/P Contracts

 

     X

     X

 

 

 

 

 

 

"Central Admin" indicates provisions being made at the cabinet level where the primary organization

responsible for the inclusion is the Business Office.